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System nomenclature

Terminology
Description
SigningHub Cloud
SigningHub Cloud is the hosted cloud services for document approval workflows, advanced digital signatures and document status tracking. It allows "Individual" and "Enterprise" level subscriptions against the predefined service plans
SigningHub Enterprise (On-Premise)
SigningHub Enterprise (On-Premise) is a license based privately hosted cloud services for document approval workflows, advanced digital signatures and document status tracking. In addition to the public cloud features, it offers advanced product level configurations where administrators can manage accounts, create custom service plans, configure desired service connectors, signing methods, billing details, integrate and embed with 3rd party business applications and can tune many more system provisions through an Admin console. In short giving you complete control on customizing the SigningHub web interface for large enterprises.
Individual Account
A SigningHub subscription acquired for an individual entity is called an individual account. The individual subscriptions have limited features as compared to enterprise subscriptions.
Enterprise Account
A SigningHub subscription acquired for any group of people (team) or organization is called an enterprise account. An enterprise account is features enriched subscription and comprised of enterprise owner, enterprise admin(s) and enterprise user(s).
Certified Signature Signatures that certify a PDF are called certified signatures. A certified signature attests to the contents of the document and allows the signer to specify the types of changes allowed for the document to remain certified. 
Certified Document A certified document is one that has a certified signature applied by the document owner, when the document is ready for use. The document owner specifies what changes are allowed for the recipients, from the following permitted modifications:
  • Certify with no changes
  • Certify with form filling
  • Certify with form filling and annotations
Unassigned Form Field A PDF form field that has not been assigned to any recipient in a workflow, is called an unassigned form field. When the workflow is initiated with unassigned form fields, then any configured recipient (in a workflow) can fill these fields upon their turn.
Unassigned Signature Field A signature field in a PDF document that has not been assigned to any signer is called an unassigned signature field. During workflow configuration, such fields are assigned to signers before initiating the workflow.
Payment Type
SigningHub supports two types of payment:
  • "Regular" payment type is opted when payment is to be made on regular basis (monthly/ annually) against continuous service plan. In case of monthly payment, the payment is made automatically on 31st day from the subscription date, and the signature pack is reset. Similarly, in case of annual payment, the payment is made automatically on 366th day from the subscription date, and the signature pack is reset accordingly. Moreover, special discounts are also offered on annual payments.
  • "Pay As You Go" payment type is opted when payment is to be made after consuming the allowed signature pack. There is no time expiry to consume the allowed signature pack. Once consumed, the payment is made automatically.
Template
The workflow settings configured on a document is called a template. The templates are created to reuse the same configurations on other documents as well. Based on your service plan, a template may save the following information:
  • Assigned recipients
  • Collaboration order (the sequence in which users are required to sign/ review/ update the document)
  • Signing fields and their respective positions
  • Form fields used (if any)
  • Initials and In-persons used (if any)
  • Workflow type (sequential or parallel)
  • Allowed permissions (downloading, printing, password, access duration, and legal notice) 
 Workflow
Workflow in SigningHub is a document approval process (i.e. signing, reviewing, updating) that is configured by the document owner. It is also called document preparation. A workflow can be of three types:
  • Sequential - A single copy of document is circulated among all the signers in the defined (linear) order, and collects all the signatures on it. Each signer can sign the document on his turn.
  • Parallel - A single copy of document is circulated among all the signers in a parallel order, and collects all the signatures on it. Any signer can sign the document in any order.
  • Individual - Each signer is sent an exclusive copy of the document to sign/ review, and multiple signed copies of document are produced.
Local Signing
In Local (client-side) signing, the signing keys (crypto keys required for digital signature creation) are held in local keystore or in smartcards or in USB-crypto tokens. For this, Go>Sign Desktop application is required on the system along with correct drivers of the installed devices. 
Mobile Signing
In Mobile signing, the signing keys (crypto keys required for digital signature creation) are held on the user's mobile device. For this, a supported mobile signing app is required to use this feature.
Server-Side Signing
In Server-Side signing, the signing keys (crypto keys required for digital signature creation) are held at server end. These keys can be used through any modern browser of Windows, Mac OS X, iOS, Andriod or other devices/ tablets for signing at server end. For this, an SMS OTP authentication can also be enabled, by which the authentication password will be directly sent on your mobile device at the time of signing for confirmation.
One Time Password (OTP) Security OTP is a security system that requires a new password every time a user authenticates themselves, thus protecting against an intruder replaying an intercepted password. If this option is enabled in the user billing plan then after clicking on the "Sign" button, an OTP will be sent to the users mobile number that was provided at the time of registration.
Group Signing
The group signing feature enables you to send a document to a group of users (e.g. Sales, HR etc), and allows any group member to sign the document on behalf of all the group members. In such a scenario, when a group member opens the document, it (the document) becomes locked (read only) for all the other members of the group, and hence allowing only one signer (who opened it first) to sign the document.
Group Reviewing
The group reviewing feature enables you to send a document to a group of users (e.g. Sales, HR etc), and allows any group member to review the document on behalf of all the group members. In such a scenario, when a group member opens the document, it (the document) becomes locked (read only) for all the other members of the group, and hence allowing only one reviewer (who opened it first) to review the document.
Group Editing
The group editing feature enables you to send a document to a group of users (e.g. Sales, HR etc), and allows any group member to update a document on behalf of all the group members. In such a scenario, when a group member opens the document, it (the document) becomes locked (read only) for all the other members of the group, and hence allowing only one editor (who opened it first) to update the document.
Initials Fields
Initials fields are the short form of signature and are associated with the recipients (i.e. signers, reviewers, and editors). In this case, the digital signatures are not embedded. Initial fields can be filled in by hand drawing, text filling or image uploading (the same as when signing a field), and they are added as annotations in the PDF. However, the initials feature is package based and is available for configuration, if it is included in your service plan.
In-Person Fields
In-person signatures are similar to the initials fields. They are associated with the signers only, and are usually done on behalf of someone. In-person signatures are added as annotations in the PDF. They can also be used as witness digital signatures, if they are generated by using a witness certificate. The people to configure for in-person signatures don't need to be the registered users of SigningHub. However, the in-person feature is package based and is available for configuration, if it is included in your service plan.
Document Log
The complete list of activities performed on a shared document with respective details, are maintained in document log. The "Document Log" option is available to document owner only. 
Attachments
Any type of file that is added in the document as an annotation is called an attachment. The "Attachment" option is available to document owner only. Once added, the attachments are available to all the recipients who can view and download them.
Legal Notice
Legal notice is comprised of certain terms and conditions that must be agreed by the (configured) recipients to sign/ review/ update the document during the workflow.
Password Policy
Password policy binds the enterprise users to use the same combination of characters for your account password, as defined by the enterprise admin, i.e. password length (total number of characters), number of alphanumeric characters in the password, and number of special characters in the password.
"Share Now" option Whenever a document is shared, the system performs the following operations:
  • The status of document is changed from "Draft" to "Shared".
  • The workflow is initiated.
  • The workflow quota of respective account is consumed, and hence the available count is decreased by one.
  • An intimation email is sent from the document owner to the first configured contact (in case of a sequential workflow) or to all the configured contacts (in case of parallel a workflow), requesting them to respond to the shared document accordingly. The contact can then follow the document link from their email to sign/ review the document. 
"Recall" option Whenever a document is recalled, the system performs the following operations:
  • The status of document is reverted back to "Draft".
  • The workflow is terminated.
  • The available workflow quota of respective account is increased by one.
  • An intimation email will be sent from the document owner to the immediate next configured contact (in case of a sequential workflow) or to all the configured contacts (in case of parallel a workflow), regarding the termination of workflow.
Tight Integration
In the tight mode of integration the users interact with your web application and present the document or form as an iFrame/widget within your application’s webpage. There is no website redirection and the user’s browser address bar doesn’t change. Your users can then view the document, fill-in any form fields and create their digital signature while staying on your site. Tight integration is suitable for ECM, CRM or ERP web applications or portals, where a user already logs in to interact in a defined way.
Loose Integration
The loose mode of integration is where your business application initiates the sign-off workflow, but the end users actually interact with SigningHub when its their turn to sign the document, instead of logging on to your business application. This loose mode of integration is useful in situations where external users are required to sign documents and they do not have access to your internal business application web interfaces. For more details, contact support@signinghub.com


See also


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